If a conference or registration fee was paid by the traveler, the amount paid would also be entered in the Misc. section.

Please note that the State will not reimburse the traveler for any fee imposed by the travel agent for making the travel arrangements or for the issuance of paper airline tickets.

If you personally paid for the Conference Fee a cancelled check (photocopy of both sides) or receipt (on appropriate letterhead) from conference must be attached to voucher.

ORIGINAL RECEIPTS for transportation, hotel, auto rental, shuttle buses, taxi, parking, etc. must be attached as well as an AGENDA.

Insert an X in the appropriate box for each question.

The total of the meals and the miscellaneous charges are inserted here (the Excel Template version computes this amount). Meal allowance is on a flat per diem rate based on departure and arrival times. No meal per diem will be paid unless the Out-of-State travel includes an overnight stay. If the traveler's scheduled departure time is before noon, they will receive $30.00 for the first day of travel. If the traveler's scheduled departure time is noon or later, they will receive $15.00 for the first day of travel. Days between the departure and return dates are reimbursed at $30.00 per day. Upon return, if the traveler's scheduled arrival time is before noon, they will receive $15.00 for the final day of travel. Upon return, if the traveler's scheduled arrival time is noon or later, they will receive $30.00 for the final day of travel. No receipts are required to support the meal per diem claim.

If the traveler drives to the conference or takes his/her vehicle to the airport etc., then the traveler must complete this section

If the traveler has used his/her personal vehicle the expiration date of the auto insurance policy covering the vehicle being used must be noted.

Traveler must complete the date(s), the start and end point(s), the odometer readings and the miles driven (in the Excel Template version of the form the miles driven are automatically calculated).

Compute personal vehicle reimbursement using the mileage rate in effect at the time of the travel (the Excel Template version calculates this amount).

Compute the total travel costs (the Excel Template version computes this amount).

Print the Excel Template form, sign, and forward to your supervisor for approval. The supervisor will forward the completed form and supporting documents to the Knight campus for processing.

Department Code

Out-of-State Travel Banner Organization Codes

President

WP1000

Academic Affairs

WA1000

Faculty

WA3000

Business & Finance

WB1000

Student Affairs

WS1000

Grants

22, 23 & 25

Type Code

Banner Account Codes (AC)

Out-of-State Travel

716000

Conference Fees

714283 (Staff)

714284 (Other)

NOTE: Attachments MUST include the air fare stub, the original hotel bill and other original receipts. Although you will not enter the air fare or hotel cost onto the Expense Voucher, the original bills must be attached. Please be sure to attach an AGENDA.

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